ANNEX II: Instructions for the Preparation of Inception Report
The Inception Report should be originally written by the applicant herself/himself and typewritten including
items listed below. Applicants are requested to follow strictly the technical instruction shown in the next page
of this General Information. It is requested to record the Inception Report on the electronic medium such
as CD or USB memory and bring it to Japan.
IISEE will request the accepted applicants to revise Inception Report, if necessary, by adding the missing
information etc. during preliminary phase. Deadline for the re-submission is set at the beginning of Sep.
2013. At the early stage of the course (Oct. 2013) these applicants will be requested to conduct a presentation
about Inception Report. Therefore, it is necessary for these applicants who receive the notice of acceptance to
start preparing Power Point file for presentation.
Inception Report should include all of the followings:
1. Tsunamis, earthquakes, and tsunami mitigation in your country
1.1. Geographic and geoscientific information with maps
(tectonics, seismicity, tsunamigenic earthquakes, etc.)
1.2. Destructive tsunamis and earthquakes
(tsunami damage, tsunami height, casualties, tsunami catalogs, photographs, etc.)
1.3. Tsunami mitigation (tsunami hazard assessment, tsunami awareness activities, etc.)
1.4. Tsunami countermeasures (tsunami early warning system, tsunami observation system, etc.)
2. Regarding your organization
2.1. Role in the national government or country
2.2. Internal structure along with the organization chart
2.3. Equipment and systems (tsunami early warning system, tsunami observation system, etc.)
2.4. Analysis of tsunamis (tsunami modeling, tsunami forecasting, tsunami hazard maps, real-time
determination of earthquake parameters, etc.)
2.5. Analysis of your organization’s and country’s capacity (strengths and weaknesses) (Tsunami disaster
mitigation plan, responsible organization, tsunami hazard maps, tsunami early warning system, etc.)
2.6. Other organizations collaborating with yours for tsunami activities
3. Your responsibilities and interests
3.1. Your own responsibility in your organization
3.2. The potential target of your study in the course, the difficulties or obstacles in obtaining your target, and
a list of your strengths and weaknesses.
3.3. Your expectations of the course: What do you expect to derive from it?
3.4. A concrete plan of individual study. Please select the topics of individual study from "II. Description,
10.Expected Module Output and Contents".
The cover page of Inception Report should include:
(1) Name of Applicant,
(2) Name of Organization to which Applicant belongs, namely, the affiliation,
The first page of Inception Report should include:
(3) Title and Author's Name,
(4) Abstract,
The abstract should be informative and include the principal findings and conclusions. References to
formulas or figures are not necessary. It should not be consist of more than 200 words.
(5) Introduction,
(6) Affiliation of the Author.
(Affiliation should appear as a foot note on the first page as following sample shows.)
The main part of Inception Report that starts from the second page should include:
(7) Topic mentioned above,
(8) “Acknowledgement” and “Appendix” after the topic if necessary.
(9) References,
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Applicants are requested to submit attached documents including 3 items,
(10) Attached Document
・Information about the structure of Organization, for example, Organization Chart,
・ Research activity of Organization related to Seismology, Tsunami, or Their Hazard/Risk Analysis, and,
・ A list of governmental or private organizations related to Seismology or Tsunami in the country of
Applicant.
(11) Format
1. The manuscript must be carefully prepared and should be submitted with A2A3 form and GRIPS application
materials. The total pages of the Country Report should not exceed 15 pages including tables and figures.
2. Page Format: Use A4 white paper sheets (21 cm x 29.7 cm). Leave 2.5 cm margins at the top, right and left
sides of the text and 3.5cm margin at the bottom. Special attention has to be paid in preparing papers using
US letter-size paper. It should be appropriately arranged so that it conforms to the above requirements in
appearance, namely the manuscript should occupy 16cm x 23.7cm in each page. All main text should be
single spaced, Times New-Roman types. Use 18pt in capital letters and boldface for TITLE, 12pt for
authors, and 11pt for the rest, including affiliations, abstract, main text, headings, sub-headings, subsubheadings, acknowledgement, appendix, references, and captions for figures, photos and tables.
3. Organization of the papers: Write the TITLE of your paper, centered and in 18pt capital letters and
boldface types at the top of the first page. After two more line space, write your names in 12pt. Last names
should be in capital. Affiliations should be cited by superscripts. Leave two lines, and then write abstract in
11pt. “ABSTRACT” should be in capital letters and boldface and be followed by the text of Abstract. After
three lines, start main body of your paper in 11pt. The ordinary pages, starting from the second page, contain
the main text from the top line. Avoid footnotes and remarks. Explain in the main text, or in Appendices, if
necessary. Affiliation itself should be put at the bottom of the first page, cities, countries and e-mail
addresses of all authors, as indicated above.
4. HEADINGS: Use at most three levels of headings, i.e., headings, subheadings and sub-subheadings.
Headings shall be written in capital letters, boldface types, and centered of your text. Leave two lines space
before headings and one after them. Do not indent the first line after headings, subheadings and subsubheadings. First lines of the other text paragraphs should be indented as indicated here. Do not leave blank
lines between paragraphs. Subheadings: Subheadings shall be written in lower-case letters and boldface
types, right against the left side of your text, as indicated here. Leave one line space before and after
subheadings. Use the above mentioned rules for indentation. Sub-subheadings: The only difference with
respect to subheadings is that sub-subheadings shall be in Italic and no lines space shall be left after subsubheadings. Don’t put numbering to heading of any level.
5. EQUATIONS AND SYMBOLS: Use high quality fonts for both mathematical equations and symbols.
Papers with hand-written mathematical equations and symbols are not accepted. Equations should be
centered and numbered. Leave one line above and below equations. The equation number, enclosed in
parentheses, is placed flush right. Equations should be cited in the text as Eq. (1).
6. FIGURES, TABLES AND PHOTOS: Figures and tables shall be legible and well reproducible, and photos
shall be clear. Colored figures, tables and photo will be printed in Black and White. Captions shall be
written directly beneath figures and photos and above tables, and shall be numbered and cited as Figure 1,
Table 1 or Photo 1. They should be written in 11pt, and centered. Long captions shall be indented. Do not
use capital letter or boldface types for captions. Figures, tables and photos shall be set possibly close to the
positions where they are cited. Do not place figures, tables and photos altogether at the end of manuscripts.
Figures, tables and photos should occupy the whole width of a page, and do not place any text besides
figures, tables and photos. Leave one line spacing above and bottom of figures, tables and photos. Do not
use small characters in figures and tables. Their typing size should be at least 9pt or larger.
7. UNIT: Use SI unit in the entire text, figures, and tables. If other units are used, provide it in parentheses after
the SI unit as 1MPa (10.2 kgf/cm2).
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8. CONCLUSIONS: Write a CONCLUSIONS section at the end of your paper, followed by
ACKNOWLEDGEMENT, APPENDICES and REFERENCES.
9. ACKNOWLEDGMENT: Acknowledgment should follow CONCLUSIONS.
10. APPENDIX: Appendix should be placed between Acknowledgment and References, if any.
11. REFERENCE: All references should be listed in alphabetical order of the first author’s family name. They
are referred in the main text like "(Richter 1935)" or "(Aki 1957; Okada 2003; 2006)"when cited at the end of
phrase and "Richter (1935)" or "Aki (1957) and Okada (2003; 2006)" when cited in phrase. Write the reference
list as
Gutenberg, B., and Richter, C. F., 1954, Seismicity of the Earth and Associated Phenomena, 2nd ed. Princeton
Univ. Press, Princeton, NJ.
Richter, C. F., 1935, An instrument earthquake magnitude scale, Bull. Seis. Soc. Am. 25, 1-32.
Web site: F-Net, National Research Institute for Earth Science and Disaster Prevention (NEID)
http://www.fnet.bosai.go.jp/
(12) Sample for Inception Report
Sample for the cover sheet
Sample for the first page
THE REGION-FOCUSED TRAINING COURSE ON
TITLE OF THE INCEPTION REPORT
TSUNAMI DISASTER MITIGATION
2013 – 2014
by
(COURSE ID: J13-04120)
AUTHOR*
INCEPTION REPORT
ABSTRACT
ON
INTRODUCTION
1. Name of Applicant
2. Name of Organization
* the Author’s organization and occupation are to be
written here.
Download: the template file that may make your editing task easier from
http://iisee.kenken.go.jp/publications.htm
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